Job Summary:
The Administrative Assistant plays a pivotal role in ensuring the efficient
operation of an organization. Her ability to manage tasks, support colleagues,
and maintain a well-organized office is crucial for the success of the team
and the company as a whole.
Location: Dubai, UAE (Applicants should be currently in Dubai)
Business Industry: Engineering
Main Duties and Responsibilities:
* Perform general day-to-day clerical tasks, including photocopying, scanning, and filing.
* Greet and assist clients, visitors, and guests.
* Ensure a welcoming and professional atmosphere in the reception area.
* Manage office supplies, equipment, and inventory.
* Maintain a clean and organized office environment and coordinate office maintenance and repairs as needed.
* Schedule appointments, meetings, and conferences.
* Maintain and update executives' and managers' calendars.
* Send out meeting invitations and reminders.
* Answer and direct phone calls, emails, and inquiries to the appropriate person.
* Draft and edit correspondence, memos, and reports.
* Manage and distribute incoming and outgoing mail.
* Enter data into spreadsheets, databases, and other systems.
* Maintain and update records, files, and databases.
* Ensure data accuracy and confidentiality.
* Make travel arrangements, including booking flights, hotels, and transportation.
* Prepare travel itineraries and provide necessary documents.
* Prepare meeting agendas, documents, and materials.
* Take meeting minutes and distribute them to attendees.
* Arrange catering and logistics for meetings and events.
* Assist with document preparation, such as reports, presentations, and proposals.
* Coordinate and support special projects and events.
* Monitor and record expenses.
* Prepare expense reports and reconcile receipts.
* Use office software and tools, such as Microsoft Office Suite.
Education and Experience:
Bachelor 's Degree in Business Administration or equivalent, preferred.
Proven experience as an Administrative Assistant or a similar role.
Required Knowledge, Skills, Abilities and Personality Attributes:
* Proficiency in office software and computer skills.
* Strong organizational and time-management skills.
* Excellent communication skills in English, both written and verbal.
* Attention to detail and accuracy.
* Ability to multitask and prioritize tasks effectively.
* Discretion and confidentiality in handling sensitive information.
* Professional demeanor and a positive attitude.
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